College Business Manager

Job Description

Job Title

College Business Manager

College Name

The Park College

Grade and Range

Hours

35 hours per week

Working Pattern

5 days per week

Reports to

Principal

Supervises

Administrative and Premises Staff

Purpose

To operate, maintain and develop the administrative and financial procedures and systems of the college in co-operation with the Principal and Board, ensuring that all legal and safety requirements with regard to people and property are met.

To be responsible for the college site and its buildings, their maintenance, development and efficient use.

Principle Accountabilities

• General
• To attend all sub-committee meetings (Curriculum, Finance & Premises and Personnel).
• To clerk the board meetings, preparing agendas, minutes and reports, dealing with the representation and appeals procedure.
• To assist the Board in the efficient discharge of all governance duties.
• 2. Financial
• To prepare for approval by the Board the annual estimates of income and expenditure.

To obtain agreements of budgets and to monitor accounts against budgets.

To prepare regular management accounts for budget holders and to report on the financial state of the college to the Board.

• To be responsible for the management of the college accounting function, ensuring its efficient operation according to agreed procedures, and to maintain those procedures by conducting at least an annual review.
• To monitor all accounting procedures and resolve any problems. This includes:
• the ordering, processing and payment for all goods and services provided to the college
• the operation of all bank accounts, ensuring that regular bank reconciliation’s take place
• the maintenance of an assets register
• the preparation of invoices and collection of fees and other dues
• To prepare the final accounts and liaise with the Auditors.

To provide detailed management accounts for the Board and Principal according to an agreed schedule, reporting immediately any exceptional problems.

• To be responsible for the provision of a comprehensive payroll service for all college staff, with operation of the various pension schemes and other deductions in which the college participates.
• To prepare all financial returns for the DFE, LA and other central and local governments agencies within statutory deadlines.
• To be the point of contact with the DFE and other agencies with regard to grant applications, gifts and other donations.
• To negotiate, manage and monitor contracts, tenders and agreements for the provision of support services.
• To maximise income generation within the ethos of the college.
• 3. Human Resources
• To be responsible for personnel matters relating to all staff.

For the clearance of new staff – medical, DBS checks, and to issue offer letters and contracts of employment.

To give advice to the Board on pay, expenses, sickness and maternity procedures, redundancy and other matters of dismissal.

To update any relevant policies on an annual basis.

To maintain confidential staff records.

• Maintain and manage the college central record
• To advise the Board on the need to comply with legislation concerning employment protection, equal pay, sex discrimination etc.
• To manage the admin and premises staff.
• To co-ordinate and assist in the recruitment of all support staff.
• To be responsible for the professional development, appraisal and training for all support staff.
• 4. Premises
• To oversee the maintenance of the college site and the buildings, the preparation of maintenance schedules and the efficient operation of all facilities on the property; also for the installations and plant for lighting, heating, energy conservation, ventilation etc.
• To draw up outline specifications for new buildings, obtaining tenders, obtaining planning permission, and liaison with building contractors and the college architect.
• To be responsible for the installation and maintenance of equipment for protection against escape from fire.

To keep records of and to initiate regular fire practices and alarm tests.

Be responsible for ensuring emergency procedures are current and timely.

• To oversee the security of the college site.
• To be responsible for the letting of the college premises to outside organisations, and for the development of all college facilities for out-of college use, with particular reference to the local community.
• 5. Administration
• To provide daily admin support for the Principal.
• To manage all college administrative functions.
• To act as the DPO for the college.
• To provide for the preparation and production of all college records and publications.
• To monitor the maintenance of student records including
• To coordinate all Exams Officer responsibilities.
• To act as correspondent for the DFE and to be responsible for the records and returns required.
• To complete all necessary returns for the ILR.
• To be responsible for obtaining the necessary licenses and permissions and ensuing their relevance and timeliness.
• To be responsible for the systems and general management of the college’s administrative and financial network, the implementation of appropriate Management Information Systems and the computerisation of the administration accounting and records systems.
• To act as System Manager for the IT network and all college databases including the MIS and student record systems.
• To handle all other matters of an administrative nature which may arise.
• General Statements
• Required to carry out all reasonable duties and responsibilities of the post in accordance with the College policies and procedures.
• Enactment of Health and Safety requirements and initiatives as appropriate
• All employees are required to declare any conflict of interest that may arise before or during their employment.
• Any outside activities, either paid or unpaid, must not in the view of the College conflict with or react detrimentally to the College’s interest, or in any way weaken public confidence in the conduct of the College’s business.
• Undergo and meet college conditions for a satisfactory enhanced DBS check.
• Must comply with all equality legislation, policies and procedures; actively promote ways of eradicating and challenging racism, prejudice and discrimination through the College’s policies and procedures.
• To have due regard for safeguarding and promoting the welfare of children and young people, and to follow the child protection and Safeguarding procedures adopted by the Southwark Board.
• Ensuring work is line with the College's Green Commitment Policy goals.
• Being aware of responsibilities under the Data Protection act for the security, accuracy and relevance of information held and maintained.
• Treating all information acquired through your employment, both formally and informally, in strict confidence
• To demonstrate a commitment to good customer care.
• Any other duties of an appropriate level and nature will also be required.
• To contribute as an effective and collaborative member of the College Team
• Participating in training to be able to demonstrate competence.
• Participating in first aid training as required.
• Participating in the ongoing development, implementation and monitoring of the Quality Improvement Plans.
• Contributing in meetings and being a supportive member of the college team.

Person Specification

Essential (E) or Desirable (D)

• How assessed (A / I / T)
• KNOWLEDGE / QUALIFICATIONS
• Demonstrable finance and personnel management knowledge and experience. E / A/I/T
• The ability to organise, develop and manage a variety of administrative systems. E / A/I
• Excellent oral and written skills from presentation to policy writing,. E / A/I/T.
• Ability to manage and support staff and their professional development. E / A/I
• Ability to develop and maintain good relationships with a wide range of people, from parents and pupils to outside agencies. E / A
• Excellent IT skills and proficiency in managing databases. E / A/T
• Excellent organisational skills involving use of experience and knowledge, common sense and initiative. E / I/T
• Awareness of Df E funding mechanisms. E / T
• Awareness of the importance of confidentiality. E / I/T
• A commitment to Equal Opportunities. E / I
• An understanding of Teachers’ and Local Government pay and terms of conditions. E
• Knowledge of colleges-based software. E
• A sound knowledge of financial management and accounting procedures. E
• Computer literate. D
• Up to date knowledge of school or college finance. E / A
• Familiarity with pay and conditions of local authority staff. E / I
• Relevant accounting or finance qualification. E / A
• Relevant school business manager/HR qualification. E/ A

EXPERIENCE

• Experience of finance & administration in a similar public sector environment. E / A/I
• Experience of monitoring a budget and analysing financial reports. E / I/T
• Experience of managing staff. E / AI
• Experience of college finance systems. D / A
• Experience of buildings management. E / I
• APTITUDES, SKILLS AND COMPETENCIES
• Ability to set and work to agreed targets. E / I
• Ability to communicate effectively with persons at all levels. E / I
• Ability to work pro-actively to achieve efficiency and effectiveness of a team of staff. E/ I
• Ability to organise one’s own tasks with minimum supervision. E / I/T
• SPECIAL CONDITIONS
• Motivated to work with children & young people. E / AI
• Ability to form & monitor appropriate relationship & personal boundaries with children & young people. E / I
• Emotional resilience in working with challenging behaviours. E / I
• Appropriate attitudes to use of authority & maintaining discipline. E / I
• The postholder may be required to work outside of normal college hours on occasion, with due notice. E / I
• All postholders will be required to undertake an enhanced DBS check. E
• Individuals on the children’s and adults barred list should not apply. E
• An understanding of the principles of Keeping Children Safe in Education 2025 and a commitment to ensuring the health, safety and wellbeing of all.